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SharePoint Document Library Features

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SharePoint document libraries provide a number of advanced document management features. Here is an overview I put together for SharePoint 2007.

One thing to keep in mind is that some features, such as Check Out, Version History, Draft Versions and Content Approval, are turned on or off for the entire document library. For example, it is not possible to have only certain files or folders within the library use version history while others do not. You need to create separate document libraries if you need different features used with different documents. For example, you may want one library for your more important documents that requires check out, content approval and version history, while you have a second library for "every day" documents that do not require any of these features.


How to Create Alerts for SharePoint Groups

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You can't normally create alerts for SharePoint groups. Here's how:

  1. E-mail enable the SharePoint group so that a distribution list/group is created in Active Directory.
  2. Edit the properties of the group to change its Group Type to Security. Only security groups will show up in SharePoint's address book. They will show up as "domain groups" in SharePoint.
  3. Give the domain group at least visitor permissions on the list that are you are creating the alerts for. Alerts won't be sent if the domain group doesn't have appropriate permissions. This will mean that you'll likely have both the SharePoint group and the domain group in the permissions list. Simply giving the SharePoint group permissions is not enough.
  4. Then setup the alert and use the address book to locate the domain group. In the address book you'll see it with the form "DOMAIN\group name".
  5. Now test out your alerts. If you have require approval turned on for the list, make sure you approve the items so alerts will be sent.

How to Tell What Version of SharePoint You Are Running

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Penny Coventry, MVP - How to find the level of SharePoint you are running - Appears to the be the master list of version numbers

System.What? - What Version of SharePoint are you Running? How about your client? - Talk about moving a content database from one sub-version of SharePoint to another


Auto Logon to SharePoint with the Wrong Account

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If you have IE cache your password when logging into a SharePoint site, it seems to remember that one, even if you are logged into the computer with a different account. And you can’t clear it in IE. You use the User Accounts control panel. Here’s an article about it.


Accessing SharePoint as a File System

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In order to open and save files from a client application to a SharePoint server, you have to be able to access it as a file system, not just a website in a web browser.

SharePoint allows you to access using UNC and WebDAV.

You can map a drive letter to the UNC share or the http://xyz address, or you can add a shortcut in ‘My Network Places’. These pages talk about both ways:

In order to use http://, you must have Web Folders installed. This feature comes with Microsoft Office 2000 or later (You cannot connect to a Web folder from a Windows Server 2003)

In order to use UNC or map a drive letter, the WebClient service in Windows must be running.

Google Groups Thread


Vulnerability in Web Client Service Could Allow Remote Code Execution (911927) (in Server 2003 SP1)

Should I have the Web Client Service running on the SBS2003 server?

Related Articles

What does the WebDAV Redirector do?

…every access to remote files on a WebDAV server by Universal Naming Convention (UNC) … will be processed by WebDAV Redirector.

The WebClient service stop responding when you try to map a network drive to a WebDAV shared folder from a Windows Server 2003-based computer:

Unable to Add a Web Folder to the My Network Places Folder (System Policies):

About WebDAV (IIS 6.0):

Using WebDAV with IIS:


SharePoint Item-level Permissions - Edit Access

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For a list, under List Settings, Advanced Settings, Item-level Permissions, Edit Access, you can choose between:

  • All Items
  • Only their own
  • None

This setting applies to Delete Items and well as Edit Items permissions. So if you select Only their own, users can only edit and delete their own items, but cannot do anything to other users' items.

If you select None, then users with Edit Item or Delete Item permissions will still be unable to edit or delete any items. You are effectively overriding the permissions they already have for the list. This can come in handy if you have users' permissions set to include Edit Item for an entire site, but you want to restrict that for a specific list. This way you don't have to change permissions on the list (and thus stop inheriting the site's permissions, which can be bad if you ever change the site permissions - your customized list won't pick up those changed automatically!)

Of course if you have enough permissions on the list, you can still edit and delete items no matter the setting for Edit Access. I'm not sure what level, possibly Manage Lists or you may even need Full Control. I haven't tested this.

A good use for this is on a blog site where most users can only view posts, but you want them to be able to submit comments. You keep their site permissions as Read Item, then set their permissions on the Comments list to include Edit Item and Delete Item. (You can use the built-in Contribute permission level so you don't have to add specific permissions items.) You then set the Edit Access to Only their own so they cannot change other people's comments. (Unfortunately this breaks the Comments list's inheritance of permissions from the site, so be careful if you change the site permissions; you'll have the change the Comments list's permissions as well.)



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